From dadc34655c3ab961b0b0b94a10eaaba710f0b5e8 Mon Sep 17 00:00:00 2001 From: tpearson Date: Mon, 4 Jul 2011 22:38:03 +0000 Subject: Added kmymoney git-svn-id: svn://anonsvn.kde.org/home/kde/branches/trinity/applications/kmymoney@1239792 283d02a7-25f6-0310-bc7c-ecb5cbfe19da --- doc/en/details-ledgers.docbook | 674 +++++++++++++++++++++++++++++++++++++++++ 1 file changed, 674 insertions(+) create mode 100644 doc/en/details-ledgers.docbook (limited to 'doc/en/details-ledgers.docbook') diff --git a/doc/en/details-ledgers.docbook b/doc/en/details-ledgers.docbook new file mode 100644 index 0000000..18f2166 --- /dev/null +++ b/doc/en/details-ledgers.docbook @@ -0,0 +1,674 @@ + + + + + + Michael + T. + Edwardes + +
mte@users.sourceforge.net
+ + + + Roger + Lum + +
rogerlum@gmail.com
+ + + + 2009-07-23 + 1.0 + + +Ledgers + + +The Ledger View + + + The Ledger view is where most of the functionality of &kappname; lies. This + view is for examining and entering transaction data in the various + accounts. The view is split into three main areas: the filter area, the + transaction list, and the input area. + + + + This view allows for several key actions: searching and viewing transactions, + entering new transactions, and editing or deleting existing + transactions. Other functionality includes modifying account details and + reconciling the account. + + + + + + + + + + Ledger View + + + + + + + The view has three elements: + + + + The filter area + The transaction list + + + The transaction input form, which may or may not appear, depending upon + your configuration. + + + + + +The filter area + + + + + + + + + Filter area + + + + + + + You can select an account via the account dropdown list at the top of the view + area. Note that depending upon the type of the account the transaction input form at the + bottom of the view changes. + + + + To the right of the account dropdown list, are two additional fields. The + search box acts as a filter on the transactions that are shown in the list + view. Only transactions that include the text typed in the search box are + displayed. The text specified can be in any of the fields of the transaction. + The status field is a dropdown list. Only transactions of the type selected in + that dropdown are displayed. + + + + + +The transaction list + + + + + + + + + Transaction list + + + + + + + After you have entered a transaction, it is displayed in the transaction list. + You can also change transaction properties or even create new transactions + directly in the list. In the transactions list, the default arrangement of + transactions is sorted by date with the most recent transaction on the bottom. + Clicking the Right Mouse Button on the header of the transaction list brings + up a dialog that allows you to change the sort order of the transactions. You + can change the default sort order in the Sorting tab section of the + &kappname; Settings Chapter. + + + + +The transaction input form + + + The exact layout of the bottom area of the ledger view depends on your + configuration and the type of account being displayed. However, it generally + includes fields for all the details of a single transaction, as well as + buttons for various actions that can apply to a transaction. It is described + in more detail in the following sections. + + + + + +Entering Transactions + + + There are two methods of entering transactions into the ledger: using the + transaction input form and entering the data directly into the transaction + list. The transaction input form is displayed by default and this is the + method we will discuss first. + + + + The fields in the input area match the information fields in the transactions + list. Additional fields include the Memo field, for a more detailed + description of the transaction, and a Category selection. The Split button + allows you to split the transaction into multiple categories. + + + + +Using the transaction input form + + + + + + + + + Transaction Form + + + + + + + The transaction input form at the bottom of the ledger view is the interface + for creating transactions. + + + + Depending upon the type or method of transaction you wish to enter there are + several tabs available on the transaction form. Click on the tab that best + describes your transaction (deposit, transfer, or withdrawal) and the form + will load several fields ready for your input. + + + + Please note that the actual transaction method is not used directly by + &kappname; but is purely for grouping/reporting purposes. + + + + If you are unsure which method to choose simply use Deposit for any money + going into the account, Withdrawal for money coming out of the account, and + Transfer for money moving from one account to another. The transaction + methods and the differences between them are discussed in more detail + elsewhere. + + + + Select the transaction method by clicking on one of the tabs. + + + +The fields of a transaction + + + Enter the information using the following notes on the available fields. Note + that many fields have 'Auto Completion' turned on. That is, if you start + typing, &kappname; will offer alternatives matching the characters you have + entered so far. To select an entry click on it using the mouse or keyboard, + or if your entry is not listed keep typing to add the new value. The next + time you type the value in, &kappname; will find it for you after the first + few characters have been input. + + + +The Payee + + + The Payee is who the money came from/to. If the payee is a new entry + &kappname; will ask if you wish to add this to the list of Payees. Any other + information related to a payee or payer, such as address details can be + updated in the Payees view later. + + + + +The Category + + + The Category associates a transaction with an income or expense category for + accounting and reporting purposes, and enables you to group certain + transactions. Type the name of the category into the required field. If you + have entered the category and it does not exist then &kappname; will ask if + you want to create a new one. + + + + If you wish to associate parts of the transaction with different categories, + &kappname; can let you do that. An example transaction might be a cash + machine withdrawal of 50 of which you use 10 on food, 20 on beer and 20 as + spare cash. The transaction will therefore be assigned three categories: + Food, Beer, and Cash. To do this, you need to use Split Transactions, which is described + in more detail below. + + + + See the special &kappname; fields + section for more information on how to use this field. + + + + +The Memo + + + A multi-line memo can be entered if you wish to help you remember what the + transaction was for. + + + + +The Check Number + + + The check number can be entered if needed. Note that the check number can + always be visible if desired. This is configured in the Settings dialog. + + + + +The Date + + + The transaction's posting date must be entered to specify when the transaction + took place. See the special &kappname; + fields section for more information on how the date input field can be + used to make entering dates quicker and easier. + + + + +The Amount + + + Finally, enter the transaction amount into the required field. Note that a + simple calculator can be displayed, either by clicking the icon to the right + of the amount field, or by entering the % character into the field, or by + entering a formula, as in 12 + 3. When entering the plus + sign, the calculator will be opened. + + + + When you are satisfied that all the fields have been filled in correctly, + click on Enter. If you accidentally press or click on + Enter before you have finished entering all the data, + click on Edit to resume entering the data. + + + + + + +Directly inputting transactions into the list + + + + + + + + + Direct Transaction Entry + + + + + + + The second method of entering transactions into the ledger involves editing + the transaction list itself directly. + + + + To do this you must first let &kappname; know that you don't want to use the + transaction form by opening the settings dialog and unchecking the + Show transaction form option. + + + + This is performed by selecting Settings + Configure &kappname; from the menu bar and + selecting the + Register icon from the list on the left. The option to uncheck is + labeled Show transaction form. When finished click on + OK to be ready to directly enter transactions. + + + +Starting the edit + + + To enter a new transaction into the register you can now either click on an + empty entry, press &Ctrl;&Insert;, or + click New at the foot of the window. The + Up and Down arrow keys let you navigate + through the list. After pressing Enter or double clicking on + an entry, the transaction list displays the fields required to enter the + transaction and waits for input. + + + + To move through the fields press the Tab key and when done + press Enter to save the changes or Esc to + cancel. + + + + In case the option Use Enter to move between fields is + selected, the Enter moves to the next field just as the + TAB key except for the last entry field where it stores the + data. + + + + Which method you use to enter transactions is up to you and is a matter of + personal preference. + + + + + +Split Transactions + + + The Split transaction feature allows you to divide up a transaction into + multiple categories, representing, for example, the different items bought + with a single purchase at a store. + + + + To enter a split transaction, using either the transaction input form or the + transaction list, start a new transaction as normal, including entering the + total amount. Then, instead of selecting a category, click the + Split button. If you have already selected a category, + that becomes the first entry in the split editor screen. + + + + In the split editor screen, double-click an empty line to enter a new + sub-transaction or press &Ctrl;&Insert;. Specify the category, add an + (optional) memo, and enter the amount. To save this part of the split, press + the green check mark under the category. To cancel, press the red cross. + + + + After entering a split, the bottom of the split editor shows how much of the + total transaction is still unassigned. After entering all the splits, press + the OK button to save the entire transaction. If there + is still an unassigned amount, you will be prompted to either return to + editing the splits, change the total transaction amount, or leave part of the + transaction unassigned. + + + + Note that the category field in the transaction input form or the transaction + list now displays Split transaction. + + + + + Split transactions + + + + + + Split transaction + + + + + + + + +Editing transactions + + To edit a transaction, select it in the list view and either click on + Edit in the transaction input form or right click on + the entry and select Edit from the popup menu. If + you are editing transactions directly in the list you can edit the transaction + simply by double clicking on an entry or by pressing Enter + when a transaction is highlighted. + + + + +Deleting transactions + + + To delete a transaction, select it in the list view, right click on the entry, + and select Delete from the popup menu when it + appears, or click Delete on the transaction form. + + + + +Matching Transactions + + + Generally, when importing transactions, either via QIF, OFX, or HBCI, KMyMoney + will automatically attempt to match them against existing transactions. To + allow for differences in the dates, there is a default setting of 4 days, + which may be changed in the settings - Register/Import. Any transactions so + matched will be highlighted in green. On completion of the import, you should + review these and either accept or unmatch them. + + + + If you should find that an imported transaction was not automatically matched + with an existing transaction when it should have matched, then it is possible + to match them manually. Note that there is a difference between manually + matching two transactions and simply deleting one of them, even though they + may appear to have the same effect. Specifically with OFX or HBCI, it is + important not to delete the imported transaction, because you will find that + the next time you import your transactions, the deleted transaction shows up + again. This is because modern import formats like OFX and HBCI use a + Transaction ID to identify transactions. When you delete the + imported transaction, the transaction ID goes with it, so the importer has no + way to know this transaction was already imported. + + + + The solution is to tell &kappname; that the transactions are the same, using + the manual matching interface. This allows you to match an imported + transaction with a hand-entered (non-imported) transaction. To do so, select + one of the transactions to be matched by clicking on it, then select the other + by left clicking on it while pressing the Ctrl key, and then select + Match from the context menu. This changes the + background color to a pale green. This will match and combine the two + transactions together. The values of both transactions must be the same for + the match to work, except that the dates may differ by the window specified in + the settings, as described above. If you are happy with the result, right + click the matched transaction, then select Accept. + + + + During import of online statements - either directly or by importing a + downloaded file - &kappname; performs matching as best as it can based on the + name of the payee and the amount of the transaction. In case of an invalid + match, a matched transaction can be unmatched. + + + + + The matching interface will not allow you to match two transactions which + have both been imported. Likewise, it won't allow matching between two + transactions which have both been entered by hand. + + + + + +Understanding the Cleared State + + + A transaction can have one of three states: non-reconciled, cleared (C), and + reconciled (R). When you enter a transaction, it has state + non-reconciled. Once the bank posts the transaction, the user can clear it + and thus transform it to state (C). When you receive a statement from the + bank, all cleared transactions should be on the statement. + + + + + Understanding the cleared state + + + + + + cleared state + + + + + + + When you reconcile your account, you + actually mark the statements as cleared and check that the difference between + the beginning balance and the cleared transactions equals the ending balance + of the statement. When this is the case, you can 'finish reconciling' which + actually changes the state of all cleared transactions (C) to reconciled (R). + + + + If you try to edit a transaction with at least one split marked as reconciled + (R), you will be warned. + + + + A fourth state is defined (frozen (F)) but there's currently no way to set + it. It is reserved for future use. Nevertheless, if a transaction has at least + one split in state frozen it cannot be edited anymore. + + + + +Changing Transaction Settings + + + There are several settings options that change the appearance and behaviour of + the ledger view in terms of transactions. These settings are found by + selecting Settings Configure + &kappname; from the menu bar, and selecting the + + Register icon from the list on the + left. + + + + Most of the settings are self explanatory. For clarity, several of the + settings are explained below. + + + + + + Show transaction form (under the Display tab) - toggle to hide the + transaction input area at the bottom of this screen. Transactions can + still be entered directly into an empty line at the end of the transaction + list, through an automatic compact entry area. + + + + + + These images show what direct transaction entry looks like compared to the + transaction form. + + +The transaction input form + + + + The transaction form + + + + + + Transaction form + + + + + +Transactions entered directly + + + + Transactions entered directly + + + + + + Direct input + + + + + + + + + Keep changes when selecting a different transaction/split - by selecting + the next line in the transaction list or split editor, the changes are + kept, instead of the default behaviour where you have to push the green + check mark to save changes. + + + + + + + +Other Functionality + + + Additional options are available from the Transaction + Options menu, accessed by right-clicking any transaction in the + list. + + + + + The transaction options sub-menu + + + + + + Transaction options + + + + + + + Options include jumping to the Payee's page, creating a schedule, and changing + the reconciled or cleared indication. + + + + To edit the account information from the ledger view, select + Account from the menu bar. From this menu, you can change + the account details, or bring up the Reconcile menu, which allows you to match + transactions against an official bank statement or credit card notice. + + + -- cgit v1.2.1